According to recent research by content management association AIIM, on average 51% of the paper documents scanned by user organisations are born digital, having been output directly from a computer application.
The survey also found that 25% of scanned documents are photocopied before
being sent for scanning, and that only 31% are destroyed after scanning,
indicating a reluctance by users and organisations to lose sight of mission
critical documents. On balance, however, the number of users who reported a
decrease in the volume of paper and photocopies as a result of scanning was
the same as the number who reported an increase.
The AIIM report compares strategies for outsourced, centralised and
distributed scanning, and concludes that there is a move back to
centralised scanning operations, along with a greater investment in capture
and recognition software to automate data capture and document indexing
processes. Although outsourcing delivers cost and management benefits,
quality of indexing and difficulty of integration back into electronic
archives are given as the biggest disadvantages.
Doug Miles, Director of Market Intelligence for AIIM, comments, “We have
seen a steady increase in the use of scanning and capture as an input to
business processes, with 42% of documents now being scanned-to-process
rather than scanned-to-archive. Proximity to the process, and the level of
integration with other enterprise systems become more important in these
applications. Users find that distributed processing with departmental
scanners and MFPs improves ownership by the process owners, but office
staff and knowledge workers need training and encouragement to ensure
accurate indexing.”
The AIIM survey also found that 46% of users report payback on their
scanning and capture investments within 12 months, with two-thirds seeing
returns within 18 months. These returns are consistent across many types of
content and process, with invoices, contracts and application forms being
the most popular.
Based on over 850 responses, the AIIM research report is entitled
“Capture: local, central, outsource – what’s working best?” Part of
the AIIM Industry Watch series, the full report is free to download from
the AIIM website. It is underwritten by Abbyy, Autonomy, EMC Corporation,
Epson, Image Source, and Visioneer.